I just put in a proposal to do a poster session at ALA about
what we do
at University of Iowa. It is a system that I developed and
am still
tweaking.

1. We (Acquisitions) save every license agreement for
videos, including
ones that appear on invoices. These are scanned as PDF
files, and
saved. Our filing convention is to save in a folder named
by who the
agreement is with (usually the distributor name), and then
by individual
title.

2. We send a copy of all license agreements with the
physical piece to
be folded up and put in the box if it arrives as a separate
piece of
paper. These often get lost, but staff have used them when
faculty
complain about restrictive use.

3. We (Acquisitions staff) add 540s to the bibliographic
records to
indicate when we have public performance rights. We also
use 540s to
indicate restricted access if necessary. Here are some
examples of the
types of notes we use:
540 |a Restricted access: may only be used by University of
Iowa
faculty, staff, students, or library card-holders. |5 IaU
540 |a Includes public performance rights |d IaU

4. The 540 field is keyword searchable in our catalog, so if
you search
for the phrase "public performance rights" you can find a
list of what
we have available in our collection. Here is a direct link
to our
catalog if you want to see what we do:http://infohawk.uiowa.edu/F?func=file&file_name=find-b&local
_base=uiowa

5. In the future, I'd like to link the scanned license
agreement to the
bibliographic record, but we're not there yet.

I'd like to survey how other academic libraries keep track
of PPRs/licensing/purchasing agreements for videos, and
whether or not you communicate this info to our borrowing
community and how. We've been kicking around various
scenarios and wonder if any of these would be worth staff
time/effort:

1) a generic note in the bib record indicating that the
particular title has PPRights
2) place a sticker either on the video or packaging
indicating that the title had PPRights
3) have a link in the bib record point to a copy of the
actual license/purchasing agreement which would be housed
somewhere on the library's website for videos that have
them.

Also, I would be interested in learning how any of you keeps
track of the various PPRs, licensing and purchasing
agreements. Our main campus library includes an in house
media library as well as 5 branch campuses who also house
videos in their collections. I've begun to attach such
documents to the invoices, but we only keep our invoices for
3 or so years. I wonder if it would make more sense to house
these agreements (or copies thereof) in the circulating
libraries.